BS 13460 - Maintenance-Documents for Maintenance.pdf

BRITISH STANDARD

Maintenance — Documents for maintenance

The European Standard EN 13460:2002 has the status of a British Standard

ICS 01.110; 03.080.10

NO COPYING WITHOUT BSI PERMISSION EXCEPT AS PERMITTED BY COPYRIGHT LAW

BS EN 13460:2002

BS EN 13460:2002

National foreword This British Standard is the official English language version of EN 13460:2002. The UK participation in its preparation was entrusted to Technical Committee DS/1, Dependability and terotechnology, which has the responsibility to: —

aid enquirers to understand the text;

—

present to the responsible international/European committee any enquiries on the interpretation, or proposals for change, and keep the UK interests informed;

—

monitor related international and European developments and promulgate them in the UK.

A list of organizations represented on this committee can be obtained on request to its secretary. It should be noted that the UK voted against the acceptance of this European Standard at the Formal Vote stage, but that BSI is obliged to publish the document as a national standard. Cross-references The British Standards which implement international or European publications referred to in this document may be found in the BSI Catalogue under the section entitled “International Standards Correspondence Index”, or by using the “Search” facility of the BSI Electronic Catalogue or of British Standards Online. This publication does not purport to include all the necessary provisions of a contract. Users of this publication are responsible for their correct application. Compliance with a British Standard does not of itself confer immunity from legal obligations.

This British Standard, having been prepared under the direction of the Management Systems Sector Policy and Strategy Committee, was published under the authority of the Standards Policy and Strategy Committee on 27 May 2002

Summary of pages This document comprises a front cover, an inside front cover, the EN title page, pages 2 to 24, an inside back cover and a back cover. The BSI copyright date displayed in this document indicates when the document was last issued.

Amendments issued since publication Amd. No. © BSI 27 May 2002

ISBN 0 580 37711 3

Date

Comments

EUROPEAN STANDARD

EN 13460

NORME EUROPÉENNE EUROPÄISCHE NORM

May 2002

ICS 01.110; 03.080.10

English version

Maintenance - Documents for maintenance Maintenance - Documents pour la maintenance

Instandhaltung - Dokumente für die Instandhaltung

This European Standard was approved by CEN on 25 February 2002. CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this European Standard the status of a national standard without any alteration. Up-to-date lists and bibliographical references concerning such national standards may be obtained on application to the Management Centre or to any CEN member. This European Standard exists in three official versions (English, French, German). A version in any other language made by translation under the responsibility of a CEN member into its own language and notified to the Management Centre has the same status as the official versions. CEN members are the national standards bodies of Austria, Belgium, Czech Republic, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, Malta, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland and United Kingdom.

EUROPEAN COMMITTEE FOR STANDARDIZATION COMITÉ EUROPÉEN DE NORMALISATION EUROPÄISCHES KOMITEE FÜR NORMUNG

Management Centre: rue de Stassart, 36

© 2002 CEN

All rights of exploitation in any form and by any means reserved worldwide for CEN national Members.

B-1050 Brussels

Ref. No. EN 13460:2002 E

EN 13460:2002 (E)

Contents page Foreword......................................................................................................................................................................3 Introduction .................................................................................................................................................................4 1

Scope ..............................................................................................................................................................5

2

Normative references ....................................................................................................................................5

3

Terms and definitions....................................................................................................................................5

4 4.1 4.2

Documentation ...............................................................................................................................................6 The concept of document .............................................................................................................................6 Normative documentation for maintenance................................................................................................6

5

Documents from the preparatory phase .....................................................................................................8

Annex A (informative) Documents from the operational phase ..........................................................................11 Annex B (informative) Work order information items...........................................................................................19 Annex C (informative) General overview of structure and purpose of documents...........................................21

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EN 13460:2002 (E)

Foreword This document EN 13460:2002 has been prepared by Technical Committee CEN/TC 319, “Maintenance”, the secretariat of which is held by UNI. This European Standard shall be given the status of a national standard, either by publication of an identical text or by endorsement, at the latest by November 2002, and conflicting national standards shall be withdrawn at the latest by November 2002. This document has been prepared under a mandate given to CEN by the European Commission and the European Free Trade Association, and supports essential requirements of EU Directive(s). The annexes A, B and C are informative. According to the CEN/CENELEC Internal Regulations, the national standards organizations of the following countries are bound to implement this European Standard: Austria, Belgium, Czech Republic, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, Malta, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland and the United Kingdom.

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EN 13460:2002 (E)

Introduction Maintenance, as any other function in business, requires a suitable information flow between the different points of its internal organization and with the rest of the functional and organizational units of the business, in order to fulfil its objectives of reaching an acceptable performance. For the purpose of this European Standard, it is necessary to consider that the different companies organize their functions and divisions according to their specific needs (traditions, market, means, human resources, etc.). Therefore, the organization of the information varies from one business to another. For that reason, this European Standard has been divided into the normative part and informative annexes. The normative part concerns the first part of the life cycle of the asset to be maintained, namely the preparatory phase. When an asset is acquired, the acquirer requires certain documentation to maintain and operate the equipment properly. That appropriate documentation has to be provided by the supplier of the item. The normative part of this European Standard describes the list of required essential documents for maintenance and gives information on possible contents of each document mentioned in clause 5. In order to make the standard flexible to the specific needs of user/supplier of the asset, the list of information items given for each document may be adapted to specific requirements by agreement between user and supplier. This European Standard takes into consideration agreements between parties which affect documentation in such a way that any document may be deleted or replaced totally or partially as agreed in the contract according to ENV 13269:2001. The informative annexes A, B and C concern the operational phase (see 3.6) of the life cycle of the asset to be maintained. The informative annexes, in addition to the normative text, develop the documentation for maintenance having regard to the maintenance function as a part of the quality system of the company. That is, not only the documentation of information which is necessary to manage the maintenance is suggested, but also the documentation to accomplish, at the same time, the quality assurance requirements for maintenance operations.

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EN 13460:2002 (E)

1

Scope

This European Standard specifies general guidelines for: 

the technical documentation to be supplied with an item, at the latest before it is ready to be put into service, in order to support its maintenance, see clause 5;



the documentation of information to be established within the operational phase of an item, in order to support the maintenance requirements, see annex A.

2

Normative references

This European Standard incorporates by dated or undated reference, provisions from other publications. These normative references are cited at the appropriate places in the text, and the publications are listed hereafter. For dated references, subsequent amendments to or revisions of any of these publications apply to this European Standard only when incorporated in it by amendment or revision. For undated references the latest edition of the publication referred to applies (including amendments). EN 13306:2001, Maintenance — Terminology. ENV 13269, Maintenance — Guideline on preparation of maintenance contracts.

3

Terms and definitions

For the purposes of this European Standard, the terms and definitions given in EN 13306, together with the following apply. 3.1 assets register item (see 3.4) basic information, related to technical, contractual, administrative, locational and operational aspects, in order to define it within the company NOTE

This information comes either from the preparatory or the operational phase (see 3.7 and 3.6).

3.2 document specific form containing information 3.3 documentation information given in a specific form 3.4 item any part, component, device, subsystem, functional unit, equipment or system that can be individually considered (see EN 13306:2001, 3.1) 3.5 maintenance workflow set of sequenced steps to be followed, in order to accomplish a maintenance operation, from the first preparatory activities, such as study and defining policies, to the analysis once the work is finished and action to be taken to improve future similar cases (see Figure C.1)

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EN 13460:2002 (E)

3.6 operational phase period of time beginning when the item is put into service and ending with the disposal of the item

3.7 preparatory phase period in the item life time corresponding to the conception, designing, manufacturing, assembly and commissioning of the item 3.8 work order (W.O.) document containing all the information related to a maintenance operation and the reference links to other documents necessary to carry out the maintenance work

4 4.1

Documentation The concept of document

The document is the physical support of the information in a specific form. This may take the form of a paper sheet, the screen of a video monitor of a computer system, an electronic board, a blackboard, etc., and the figures, type, size and distribution on the available surface may vary without affecting the main purpose of the information system. It is absolutely important to ensure that the necessary set of information items is available at the right point, to the appropriate person, in the necessary time, whatever the means the company is using. Due to these reasons, the information items have been described in detail and grouped in information structures of higher level. These structures will constitute the content of a specific document, once it has been displayed in a certain way, in a specific form. This European Standard deals with the kind of documents and their specific content in detail. However, it does not standardize the physical aspect either of the documents or of their contents. Therefore, for the purpose of this standard, the structures of information items are called documents, although they are, in fact, the information contents of those documents.

4.2

Normative documentation for maintenance

This European Standard lists and defines the whole set of documents and information items to be considered in the acquisition of any installation, equipment, system or subsystem in order to make it possible to organize its maintenance. When the asset is ordered from the supplier, those documents and information will have the consideration of an implicit or explicit part of the order. The supplier only shall issue those documents that are related to the service or function which are expected to be covered by the supplied asset and are under the responsibility of the supplier. These are declared indirectly in the features contracted between the supplier and the user of the asset. NOTE 1 Not all the documents listed in clause 5 have to be present in the document set supplied with the physical item. For instance, “lubrication map” has no meaning related to a lubrication-free equipment. An other example: the supplier of the civil engineering work, in the erection of an industrial plant, normally has nothing to do with the "logic diagram".

In any case, the supplier may provide more documents than listed in this standard, as additional information or by agreement with the client. In order to define the above mentioned documentation accurately, clause 5 gives a table containing the documentation profile. The table is structured in four columns. The column “Document name” contains the title given to each particular document. The column “Document description” contains a brief explanation of each document content, as a definition of it.

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EN 13460:2002 (E)

The column “Information items” contains the minimum set of elements of information to be included in each document. If each document is considered as a data structure in a database, the information items will be the different fields. NOTE 2 There is no requirement specified for the size of each information item, nor for the type of its literary content (alphabetical, numerical, alphanumerically, etc.). This means that the information should meet the detailed needs of each user or supplier (for instance, it is not possible to standardize the codification, the units of capacity, the type of supplies required, etc.).

In particular cases, some of the information items listed for a document should not be used because of their lack of relevance or the nature of the asset to which it is related. In those cases, the corresponding information item should be completed with the expression "not relevant" or "not applicable", whichever is more suitable. The supplier and purchaser of an item may define, if required in the purchase agreement, the complete list of detailed information items, as well as the presentation format and media.

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EN 13460:2002 (E)

5

Documents from the preparatory phase Document name

Document description

Information items

5.1

Technical data

Manufacturer’s specification of the item.

Manufacturer Date of manufacture Model/type/serial number Size Weight Capacity Power and service requirements Other: referring physical nature, assembly details and operation data.

5.2

Operation manual

Technical instructions to reach a proper item function performance according to its technical specifications and safety conditions.

Model/type Manual date (edition) Technical details of the item Functional description of the item Procedures for: — commissioning / starting-up; — warming-up; — steady operation; — controlled shutdown Operation limitations/Precautions Laws and regulations to be abided to.

5.3

Maintenance manual

Technical instructions intended to preserve an item in, or restore it to, a state in which it can perform a required function.

Model/type Manual date (edition) Technical details of the item Preventive maintenance operations/actions: — inspections; — calibration/adjustment; — parts replacements; — lubrication Procedures for: — troubleshooting; — dismantling/assembly; — repair; — adjustment Cause and effect diagrams Special tools required Spare parts recommendations Safety requirements (signals, dressing, power source control,...)

5.4

Components list

Comprenhensive list of items which constitute part of another one.

Upper level item (heading) (Model/type/serial number) Item number Item description Item quantity.

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EN 13460:2002 (E)

Document name

Document description

Information items

5.5

Arrangements

Drawing showing replacement components layout for an item.

Drawing code and identification Date (issue/revision) Dimensions Equipment components location and identification Necessary space for disassembly and maintenance Relevant information about connection details When necessary: lifting lugs, inspection hatches, ladders,....

5.6

Detail

Drawing with part list to ensure dismantling, repair and assembly of items.

Code identifying the item which is detailed Assembly drawing showing parts positions Identification of each part of the drawing: — part number; — description; — number of units. Any other relevant information for assembly and disassembly operations.

5.7

Lubrication map

Drawing showing position of each item lubri- Map code and identification cation point, with lubrication data and specifi- Date (issue/revision) cations. Item identification (code and name) Lubrication point position (drawing) Lubrication point identification Lubrication point description Lubricant specifications Routing, when necessary.

5.8

Single line diagram

Overall power distribution diagram: — electrical; — pneumatic; — hydraulic. This kind of diagram includes switchboard circuits.

Diagram code and identification Date (issue/revision) Power distribution units (generators, transformers, switch gears, rectifiers,..) End consumers (for high voltage switchgears only) Earthing lines for systems, equipment and cables (general earthing principles will be included).

5.9

Logic diagram

System control diagram to clarify the overall system logic.

Diagram code and identification Date (issue/revision) Logic functions (symbols, internetworking and control flow) Modes of operation (e.g. starting, shutdown, alarm, trip functions).

5.10

Circuit diagram

Overall feeder and control circuits diagram.

Diagram code and identification Date (issue/revision) All internal connections for control, alarms, protection, interlocks, trip functions, monitoring, ... Settings of timers, thermal overload and protection relays Wire and cable numbers Terminal numbers Component list for in line, control and protection systems Switch gear/board location code Consumer/supplier location code Termination details and type of external signal (fire and gas trip signal,...) Power and current rating Reference drawings.

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EN 13460:2002 (E)

Document name

Document description

Information items

5.11

Pipe and instrument diagram

Overall fluid conduction (air, steam, oil, fuel ...), and control diagram.

Diagram code and identification Date (issue/revision) All internal connections for control, alarms, protection, interlocks, trip functions, monitoring, ... Pipe numbers Valves location code Terminal numbers Component list for in line control and protection systems Consumer/supplier location code Termination details and type of external signal (color, fire and gas trip signal,...) Pressure, flow and temperature rating Reference drawings.

5.12

Location

Drawing showing the position of all field items within the considered area.

Drawing code and identification Date (issue/revision) Area identification (code and name) Item identification and location code Items drawings or symbols, without dimensional details.

5.13

Layout

Drawing showing all areas of a particular plant.

Drawing code and identification Date (issue/revision) Plant name (and code, when necessary) Areas: relative position, dimensions, names and codes.

5.14

Test program report

Commissioning report which demonstrates that an item is in compliance with specifications.

Manufacturer Model / type / serial number Date of manufacture Date of commissioning Warranty period and conditions Fulfillment of the technical details: — size (when required); — weight(when required); — power and Service Requirements (inputs); — capacity/performance (output); — other: referring physical nature, assembly details and operation data. Name and signature of the end user of the item, accepting previous data.

5.15

Certificates

Specific safety and statutory regulations certificates for items (lifting equipment, steam boilers, pressure vessels,...).

Manufacturer Model/type/serial number Date of manufacture Subject to be certified Date of certificate Certification body/office and signature/stamp.

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EN 13460:2002 (E)

Annex A (informative) Documents from the operational phase

Document name

Document description

Information items

A.1

Document index

Relevant aspects concerning the issue of each maintenance document.

Document number Document title Document originator (design, manufacturer, assembly line, operation, maintenance, etc.) Document format (paper, magnetic, electronic, etc.) Revision data (date and level) Item location code (cross-reference).

A.2

Assets register (Also known as: "Equipment basic data")

Item basic information coming from either the preparatory or the operational phase. This information is related to technical, contractual, administrative, locational and operational aspects of an item, in order to define it within the company.

Location code (sometimes production oriented location code is required separately) Item name Acquisition price of the item Manufacturer Model/type/serial number Date of manufacture Date of installation Warranty period Accounting number for cost charging Responsible maintenance department Standard estimated maintenance time (preventive and corrective) Family (in case of comparisons among similar items) Opportunity cost/production loss cost Basic item maintenance data: — Direct Maintenance Cost — Lost Production Cost — MTBF,MTTR,.... — availability and use — criticality Other: cross-references to technical documentation, spare-part list,...

A.3

Item history record of maintenance operations

List of work orders of a particular item. The list will be for a given period of time.

Item code and name Date (issue) Period of time analyzed (since/to) List of work orders chronologically ordered including: — number — date — complaint/cause — failing part — running hours of the item — registration/open/closure dates — cost of job covered by the work order

A.4

Work order

Main document to release, to follow and to manage each maintenance operation.

See annex B (informative)

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EN 13460:2002 (E)

Document name

Document description

Information items

A.5

Spare parts crossreference list

Catalogue of spare parts and articles stored and/or needed.

Article code Name Description Stock location Main supplier Lead time Price Unit of measure Unit of purchase Minimum level Order quantity Supplier article code

A.6

Cause and effect diagram

Diagram showing, by order of importance, the different causes which produce a given effect (failure).

Effect description and code Item/s code/population analyzed: model/type/ serial number/location codes Diagram date (issue date) Period of time analyzed (since/to) List of causes in descendent order, including for each cause: — cause code — cause description — relative cause importance % (in cost, downtime, number of failures,...) — total importance (cost or downtime or number of failures produced or,...)

A.7

Parameter history record

Set of values given by any item inspected/ monitored parameter during a certain period of time.

Item code and name Parameter description and measure units Measurement point identification Date (issue) Period of time analyzed (since/to) For each record: — time — parameter value — measurement point identification Cross-reference to technical procedure (when required)

A.8

MTBF-MTTR control chart

Statistical information document. Contains Item code and Identification the referred values for equipment considered Date(issue) of major interest Cause of failure analyzed and code MTTR — MTBF

A.9

Planning sheet

List of work orders according to a given priority

1)

12

Date (issue) Item code and identification Planning period (from/to) List of work orders sorted including: — number — expected date — complaint/cause1) — item (lower level)

Here, the description of the work should be included in the case of systematic maintenance.

EN 13460:2002 (E)

Document name

Document description

Information items

A.10

Scheduling sheet

Work orders planning and time schedule assignment for a given period. It is obtained by assigning the available resources to the work orders backlog.

Date (issue) Item code and identification Planning period (since/to) List of work orders sorted including: — number — start date ) — due time –complaint/cause2 — item (lower level) — resources required by the work order

A.11

Production planning

Planning of the use of production resources (installations, personnel), defining availability window for maintenance operations implying complete or partial shutdown.

Annual production program Monthly production program Weekly/daily production program

A.12

Item availability and use data sheet

Document which shows how the item availability is used

Item code Identification Date(issue) Period (since/to) Scheduled time, downtime, uptime, availability Time of equipment use

A.13

Personnel history record

List of all activities (work order) carried out by Technician name and code a technician. This list will cover a given peDate (issue) riod of time. Period of time analyzed (since/to) List of work orders chronologically sorted including: — number — date — complaint/cause — working hours of technician

A.14

Other resources history record

List of all activities (work order) in which a Resource code and name resource has been used. This list will cover a Date (issue) given period of time. Period of time analyzed (since/to) List of work orders chronologically sorted including: — number — date — complaint/cause — amount of resource employed

A.15

Maintenance cost history record

Maintenance expenses classified according to the maintenance and business cost structure, for a given period of time.

Date issued Period of time analyzed (since/to) Cost structure element

A.16

Company organization diagram

Graphical illustration of the company units (functional or / and divisional), showing the flow of formal authority

Date (issue/revision) Name of the company organizational unit Main interdependence among units Responsible person (optional)

A.17

Management reviews Manual of the company's maintenance qualof maintenance ity policy and system quality goals and policies

2)

General policy Governing principles Organization and responsibility Elements of the maintenance quality system List of quality-relevant documents

Here, the description of the work should be included in the case of systematic maintenance.

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EN 13460:2002 (E)

Document name A.18

Document description

Information items

Procedure for maintenance contract and their amendments

Check list of points to be verified when reviewing a contract.

Company's contracting policy.

A.19

Maintenance contracts and their amendments

Set of updated maintenance contracts in force, including amendments.

According to ENV 13269.

A.20

Procedure to review causes of critical failures

Instructions regarding the periodic review of causes for critical failures.

History recording of critical failures per machine/element (item). Failure cost. Causes of failure (see IEC 60050 (191)). Work carried out. Distribution list of results

A.21

Procedures to evaluate maintenance operations time for critical failures (MTTR, MTTM)

Description of work measurement techniques to be used.

History recording of critical failures per machine/element (item). Time between failures Time to repair each failure.

A.22

Procedure to control maintenance documents and data.

Check list of points to be verified when reviewing/updating maintenance documents and data.

List of available maintenance documents. Periodicity of review/update. List of points to be verified.

A.23

Maintenance information system user privileges

List of maintenance information system users, their functions and their access levels.

User's name User's function Authorisation access code number and level

A.24

Maintenance information system manual.

Guide and instructions to properly operate the maintenance information system and authorized access levels to the maintenance information system.

Functions, operations and procedures to be followed List of system error Access level code List of authorised operations

A.25

Acceptable maintenance suppliers

List of qualified maintenance suppliers.

Address Ownership Size Occupancy Financial Situation References Expertise Proximity Appraisal

A.26

Procedure for maintenance suppliers evaluation

Check list for investigating/evaluating maintenance suppliers.

Ownership Years established Size Turn over Staff strength Equipment and facilities Occupancy degree Financial situation Contract forms References Expertise Appraisal Proximity

14

List of specific points to be checked for all contract chapters indicated in A.19. See ENV 13269.

EN 13460:2002 (E)

Document name

Document description

Information items

A.27

Procedure to issue maintenance items purchase orders

Instructions for technical purchasing.

Definitions Purchase requisitions Offer requests Offer selection Purchase orders Technical and general specifications Commercial and legal terms Payment conditions Cost control Standards applied

A.28

Maintenance items purchase orders

Written request to make or supply maintenance items.

Order number Date For each maintenance item: — item code — Item description/specifications — quantity — price Destination (store or direct use) Lead time Commercial terms.

A.29

Procedure to verify purchased items

List of criteria to be checked and specification of the verification procedure.

Purchase orders Supplier’s catalogue Machine card Maintenance instructions Catalogue of articles stored.

A.30

Purchased items verifications

Receiving report (e.g. copy of purchase order).

Item code Date of entry Quantity received Condition of items

A.31

Procedure to control customer supplied items

List of criteria to be checked and specification of the verification procedure.

Purchase orders Supplier’s catalogue Machine card Maintenance instructions Catalogue of articles stored.

A.32

Customer supplied products status

Internal written request to control maintenance items supplied by the customer.

Order number Date For each item: — item code — description — specifications — quantity — estimated cost Destination of items Delivery time

A.33

Procedure for items identification.

Guidelines for item codification, plant location codification and how to link the item code and the plant location code.

Item format code Location format code Item — location format code Store/installation location Supplier's catalogue cross reference format

A.34

Procedure for traceability

Guidelines for recording the different locations Format of the record of item-location code and of an item in the plant, during the time. time; and management of those records.

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EN 13460:2002 (E)

Document name

Document description

Information items

A.35

Procedure to control maintenance activities

List and form of maintenance reports

Elements for planning maintenance activities, among others: Priority assessment backlog Schedule compliance Labour efficiency Material cost Percent downtime maintenance cost Recommendations and action plan

A.36

Procedure for a generic maintenance activity

Guidelines for carrying out a generic maintenance activity.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.37

Procedures for carrying out the critical maintenance activities

Guidelines for carrying out specific maintenance activities with direct impact on the production means.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.38

Procedure for items monitoring and testing (during downtime and operation)

Guidelines for carrying out monitoring and testing.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.39

Incoming items for urgent maintenance not verified

Register of incoming items for direct use.

Order number/work order Date of arrival Supplier Requesting department Date of issue For each item: — item code — designation

A.40

Procedure to calibrate critical test equipment

Guidelines for instruments calibration.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.41

Procedure to identify the test equipment affecting production mean effectiveness. (critical test equipment)

Guidelines for analysing root causes of effectiveness abatement in critical test equipment.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.42

Critical test equipment calibration records

Register of calibration of instruments that shows the status of a production mean, especially the critical ones.

Test equipment code number Date and time Calibration data Calibration record number

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EN 13460:2002 (E)

Document name

Document description

Information items

A.43

Procedure to identify, Production line document recording nondocument,...etc, conforming conditions due to maintenance. product non-conforming conditions due to maintenance

Report to the maintenance function containing: Week number Day Nominal rate Actual rate Evolution of daily production Unplanned down time Downtime codes Actions taken Planned downtime Uptime Amount of rework Amount of product first time well done.

A.44

Procedure for preventive and corrective actions

Maintenance instructions describing preventive and corrective actions to be undertaken.

Asset number and name Location Maintenance work description Responsibility/trade Standard man-hours required.

A.45

Procedures for handling, storing, packing, preservation and delivery.

Instruction for the organization of the technical Physical and administrative organization of the store. store Entries Withdrawals and re-ordering of material Storage conditions for delicate, perishable, inflammable and polluting materials.

A.46

Maintenance records control.

Logbook of all records.

Record maintained History (date of event and description) of important observations and maintenance job performed.

A.47

Procedures for planning and implementing internal maintenance audits.

Instruction for the implementation of maintenance audits.

Scope of validity Objectives Planning and execution phases Executants Analysis Report and action plan Follow up.

A.48

Internal maintenance audits

List of criteria to be checked indicating the minimum performance required and results obtained.

Priority assessment backlog Schedule compliance Labor efficiency Material cost Percent downtime maintenance cost Recommendations and action plan

A.49

Procedure to follow up internal audit corrective actions.

Action plans with periodic progress review.

Action to be taken on the basis of observations or audits in the field of equipment, buildings, tools and vehicles Organisation (strategy, methods, systems, standards) Guidelines (maintenance type / category, product liability /quality, protection of health and labour, asset safeguarding, environmental protection).

A.50

Procedure to identify training requirements.

Action plan with periodic progress review.

Actions to be taken on the basis of observations and/or audits in the field of personnel training.

A.51

Personnel skill and training file

Personnel data sheet

Basic education Career history Training programs Specific knowledge Official proof of skills

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EN 13460:2002 (E)

Document name

Document description

Information items

A.52

Procedure to control, Evaluation check list. verify and reporting supplied servicing affecting maintenance activities.

Servicing contract List of items to be inspected Performance expected under production conditions.

A.53

Servicing supplied for maintenance

Final and/or intermediate progress report on supplied services.

Cost Job progress Change orders Work acceptance Suggestions for improvements

A.54

Procedure to control the application of statistical techniques.

Guidelines for statistical control.

Nature and sequence of subactivities Precautions to be taken Means Tools and resources required Objective to be met.

A.55

Laws and regulations Guidelines to laws and regulations abiding procedures abiding procedures

18

Laws and/or regulation reference Relevant issues Responsibility What to do, when, where.

EN 13460:2002 (E)

Annex B (informative) Work order information items

Table B.1 — Work order (W.O.) information items Work order information item

Information item description

B.1 Number

Code assigned to a W.O.. This code is unique for each W.O..

B.2 Petitioner

Name of the authorized person requesting the maintenance service

B.3 Registration date

Date when the W.O. is issued.

B.4 Open date

Date when the W.O. is activated.

B.5 Close date

Date when the W.O. is completed. The corresponding work is finished.

B.6 Item code

Code assigned to the equipment within the physical structure of the plant. This code is unique for each piece of equipment.

B.7 Item location

Code corresponding to the geographical location of the equipment within the plant. It is normally attached to or is included in the equipment code.

B.8 Item running hours

Parameter by means of which, the utilization of the equipment can be recorded. The parameter can be different, such as number of operations, pieces, natural calendar.

B.9 Type of maintenance

Code referring to the nature of the maintenance activity (for example preventive electrical, new installation...). Usually, it is linked to the cost structure.

B.10 Priority

Code to give information about the necessary precedence among the W.O.s for its activation. Priority has in some cases to do with criticality.

B.11 Safety & environmental regulations

Link to the possible safety and environmental requirements to perform the maintenance work, either mandatory or recommendations.

B.12 Retention justification

The reason why an open W.O. is not running at the moment. Downtime for each retention should also be included.

B.13 Frequency

Time between maintenance services within cyclic operations.

B.14 Last operation time

Last date when a particular cyclic maintenance operation was performed.

B.15 Resources estimation

Amount of the different resources intended to be used to accomplish the W.O. in a cyclic operation.

B.16 Check list

Relation of points to inspect within a cyclic maintenance operation. Normally these should be first line maintenance activities.

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EN 13460:2002 (E)

Table B.1 (continued) Work order information item

Information item description

B.17 Complaint

Reason why a W.O. is issued. Symptom of the failure, normally detected by the user of the equipment.

B.18 Failing part

Malfunctioned component of the equipment. The repair or substitution of this part and the description of the actuation of these measures.

B.19 Cause of failure

Reason which determined the failure of the part, according to the maintenance technician criteria.

B.20 Technical procedure code

Link to the technical documentation which holds the information about the right actuation way. Tools required should be also included in that documentation.

B.21 Actuation description

Explanation of the carried out operations.

B.22 Labour amount

Working hours spent in carrying out the W.O; the sort of hours: normal, shift, night, extra, etc. should be specified.

B.23 Labour type

Personnel category or skills of those who carried out the W.O.

B.24 Personnel

List of all maintenance workers, who participated in carrying out the W.O.

B.25 Spare-parts reference

Code list of all spare-parts used within the W.O.

B.26 Spare-parts amount

Number of each spare-part type used within the W.O.

B.27 External labour

In the case of a contract with an external supplier of service for the W.O., list of all external workers, who participated in carrying out the W.O..

B.28 External spare-parts

In the case of a contract with an external supplier of service for the W.O., code list of all spare-parts used within the W.O.

B.29 Other external services

Services description, in the case of a contract with an external supplier of service for the W.O.

B.30 Acceptance

Maintenance work reception.

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EN 13460:2002 (E)

Annex C (informative) General overview of structure and purpose of documents

This European Standard provides a list that defines the adequate set of documents that support the information needed to perform the different tasks involved in the maintenance function and its relation with the rest of the organization areas. The set of documents also includes those required for the maintenance quality system. To find out the kind of information necessary to perform the maintenance activities, first of all, all the tasks have to be studied in detail. The Industrial Maintenance Department may be considered, either as a part of an organization, or as a whole business, which sells its services to other companies. Going deeper into this information, it is possible to distinguish the elements of information, usually called information items which are the smallest amounts of information which have a meaning for someone in the system, e.g. a field of a record in an electronic file, an item on a bill. This information is, in some cases, absolutely necessary for the people in charge of a task, in order that they can perform it. In other cases, it provides the way to coordinate the maintenance tasks, maintenance management functions, strategic planning and the mean to measure, control and improve the function. In order to define the information minimum requirements of the system, the maintenance activities have been analysed, from the equipment and maintenance operations lifecycles viewpoints. In this work, the documentation used in many European companies and even some draft standards coming from certain areas of production, have been consulted. This standard considers the maintenance function as a part of the quality system of the company. In order to fulfil the quality system requirements, as specified in EN ISO 9001, this European Standard contains, among other documents, the appropriate records and procedures (see annex A: “Documents from the operational phase”) to be kept and maintained within the maintenance organization. The starting point of the analysis carried out to obtain the required documentation of information for maintenance, is the “Maintenance workflow” (see Figure C.1). The correct fulfilment of each one of the maintenance workflow steps requires the supply of certain information, contained in the INPUT DOCUMENTS (see Figure C.2). Each step of the maintenance workflow generates information, contained in the OUTPUT DOCUMENTS (see Figure C.2), which will be necessary to carry out other steps. Each step is detailed for easy comprehension of the information which is there required and generated (see Figure C.2), where the essential documents are shown, some of them appearing in an aggregate mode (e.g. PROCEDURES, FEEDBACK DOCUMENTS).

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EN 13460:2002 (E)

Figure C.1 — The maintenance workflow

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EN 13460:2002 (E)

Figure C.2 — Input/Output documents (continued)

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EN 13460:2002 (E)

Figure C.2 — Input/Output documents

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BS EN 13460:2002

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